Notary DME Specialist/Legal Analyst (Hybrid)

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Notary DME Specialist/Legal Analyst (Hybrid)

Salary

$56,028.00 - $75,000.00 Annually

Location

Denver Metro, CO

Job Type

Full Time

Job Number

VAA00091_04.2024

Department

Department of State

Division

Business Licensing Division

Opening Date

04/12/2024

Closing Date

4/26/2024 11:59 PM Mountain

FLSA

Determined by Position

Primary Physical Work Address

1700 Broadway Denver, CO 80290

FLSA Status

Exempt; position is not eligible for overtime compensation.

Description

Benefits

Questions

Department Information

THIS ANNOUNCEMENT WILL REMAIN OPEN FOR THE SPECIFIED TIME AND IS OPEN ONLY TO COLORADO STATE RESIDENTS.

Posting will close on April 26, 2024, at 11:59 PM.

INNOVATE. SERVE. BALANCE. IMPROVE. THRIVE.

Are you looking for a career that allows you to improve your world and the world around you? The Colorado Department of State (CDOS) is seeking diverse individuals from all backgrounds to apply for a position that makes a direct impact on enhancing the lives of Coloradans.

If your goal is to build a career that makes a difference through the work you do each day, consider joining the dedicated employees of the Colorado Department of State. Whether working from your home or collaborating onsite, your professional experience will be connected and meaningful. Our office offers an RTD Eco-pass (currently free of charge) and is conveniently located near Civic Center Station, RTD light-rail lines, and the 16th Street Mall. In addition to a great location and fulfilling, impactful work, we offer:

Employee wellness programs and an on-site fitness center

12 paid holidays per year plus generous personal time off and sick leave

Access to a diverse array of technical, leadership, and supervisory training opportunities

Strong, yet flexible retirement benefits including a choice of the PERA Defined Benefit Plan or the PERA Defined Contribution Plan, plus optional 401K and 457 plans

Medical and dental health plans

Paid life insurance

Automatic short-term (and optional long-term) disability coverage

Excellent work-life balance through flex schedules, flexplace/remote work, and ad-hoc arrangements

Some positions may qualify for the Public Service Loan Forgiveness Program. For more information, go to: https://studentaid.gov/manage-loans/forgiveness-cancellation

Important Note - this position:

Will have the option to work a hybrid work schedule with a combination of in-office workdays and remote work.

Offers excellent work-life balance through flex schedules, flexplace/remote work, and ad-hoc arrangements.

Our Culture Environment:

Coloradans come from all walks of life and so do we.

Who We Are

Our mission is to make government easy and accessible for people to further democracy, support economic opportunity for all Coloradans, and demonstrate a standard of integrity and excellence. Our vision is to ensure all Coloradans have a voice in our future, help Coloradans and their businesses thrive, and be the best at what we do.

What We Believe

The State of Colorado is an Equal Opportunity Employer. At the Colorado Department of State, we are dedicated to equity, diversity, and inclusion. We are committed to building work environments that are inclusive and reflect our communities and the diverse talents of all people. We highly encourage people from all backgrounds, identities, and abilities to apply.

Our agency website: Colorado Secretary of State's Office

Description of Job

Business Licensing Division

Through its organization and execution, each major program aligns with the Department’s mission (“We make government easy and accessible for people in order to further democracy, support economic opportunity for all Coloradans, and demonstrate a standard of integrity and excellence.”) and key goals (LEAN-based process improvement; continued expansion of eLearning, data and analysis tools and consultative services, and delivery of innovative technology products).

The Durable Medical Equipment (DME) Program oversees the licensure of DME suppliers who conduct business in Colorado. It is also responsible for managing the complaint process and field inspections for these entities.

The Notary Program is responsible for the commissioning and regulating notaries public, remote notaries, and remote notarization providers. The program also:

• Provides authentications or apostilles for documents to be used in foreign countries

• Provides service to verify notary information

• Processes notary commission applications and renewals

• Conducts notary training

• Investigates complaints

MAJOR OBJECTIVE OF POSITION:

This position will be the program manager for the notary public and durable medical equipment programs. Duties include, but are not limited to:

Oversee the Durable Medical Equipment (DME) program, including all online filing processes.

Oversee the Notary Public program, which includes d etermining and implementing the processes and procedures for the program.

Providing legal support and guidance to the Business Licensing division. Conducting legal research related to assigned areas, which in addition to Notary and DME, include Business, UCC, and IRS, and providing analysis and policy recommendations to supervisors, other legal analysts, and the Business and Licensing Director.

Collaborating with legislative/legal staff to craft language as it pertains to statutes and rules governing the various BL programs that this position provides legal oversight for.

Providing policy analysis as it pertains to the division's overall strategic direction.

Help to monitor progress and workflow for the customer support services work units to ensure that statutory deadlines and strategic goals are met. Work with Customer Support Services leadership as needed to address backlogs and other operational challenges.

Administer the disciplinary process of Notaries Public and oversee the investigations of the same. Review notary investigation documents and determine final disposition on disciplinary actions prior to referral to the Attorney General. Review and approve correspondence with the customer regarding these processes.

Ensuring compliance with statutes and best practices, review and draft proposed rule changes, as well as attend hearings.

Reviewing DME investigation documents and determining final disposition on disciplinary actions prior to referral to the Attorney General. Position responds to customer inquiries regarding these processes.

Maintaining documentation of compliance activities, such as complaints received or investigation outcomes.

Maintaining an active program development and bug backlog, providing periodic review to ensure that the most critical items are prioritized for work should development resources become available.

Participating in backlog management processes, attending scrum meetings (when development is actively underway), contributing to user acceptance testing efforts, and providing final sign-off for work product to be released to production.

Minimum Qualifications, Substitutions, Conditions of Employment Appeal Rights

Residency Requirement:

This posting is only open to residents of the State of Colorado at the time of application submission.

Class Code Classification Description: (New)

H1R3XXPolicy Advisor III (https://drive.google.com/file/d/0B4enHpLSVk4ecTNfaEpQdFR4OXc/view?resourcekey=0-Rwq0Bb-_P8Mn-pYqi9tuvg)

MINIMUM QUALIFICATIONS:

A Human Resources Analyst will only review the work experience/job duties sections of the online job application to determine whether you meet the minimum qualifications for the position for which you are applying. Cover letters and resumes WILL NOT be accepted in lieu of the official State of Colorado online application but may be attached. Applicants must meet the minimum qualifications to continue in the selection process for this position. Work experience and qualifications must be specifically documented on your online application. Do not use "see resume" or "see attached" statements on your application. Resumes WILL NOT be reviewed for minimum qualification screening. Part-time experience will be pro-rated. If it is determined that you meet the minimum qualifications, your application may also be used as part of the comparative analysis process to identify a top group for further consideration.

This position requires a total of6 yearsin applicable experience and/or education in a field of study related to the work. To be considered for this position, your application must clearly demonstrate that you meet one of the following options outlined below:

OPTION 1 – Experience

Six years of professional program management experience to include policy analysis along with program compliance, and/or legal investigation work.

OR

OPTION 2 – Education Experience Combined – Be sure you’ve attached a copy of your unofficial transcript to qualify for this option.

At least two years of professional program management experience to include policy analysis along with program compliance, and/or legal investigation work.

AND

At least a bachelor’s degree from an accredited institution in Law, Political Science, Public Administration, or a closely related field.

PREFERRED QUALIFICATIONS:

Preference will be given to those candidates with previous State Service related to the work assigned to the position.

A Juris Doctorate (J.D.) is highly preferred.

Experience as a notary.

Familiarity with state and federal laws and guidelines regarding the Durable Medical Equipment (DME) process.

Familiarity with state and federal laws and guidelines regarding the Notary process.

Experience following and using a defined development methodology including backlog management.

Professional budget management experience.

Experience providing legal support and guidance, including preparation for proceedings.

Strategic planning experience.

Experience with managing investigations.

REQUIRED COMPETENCIES:

Analytical Thinking Skills- Approaches a complex task or problem by breaking it down into its component parts and considering each part in detail. Makes systematic comparisons of two or more alternatives. Weighs the costs, benefits, risks, and chances for success while making a decision.

Negotiation- Able to advocate for your organization's needs while listening to and respecting other stakeholders' interests. Calmly presents the organization's position in order to reach agreements that promote a positive result for the organization.

Decision-Making Skills- Generates and evaluates alternatives before making a decision or taking action. Considers the risks associated with each option and selects the option that has the best balance of risk and reward, encouraging input from others when it is appropriate.

Strategic Thinking - Understands the success factors critical to the organization's long-term sustainability and competitiveness. Understands the organizational strengths and weaknesses. Understands industry and market trends.

Research Skills- Using tools and techniques to find answers to questions or problems that arise.

A wide salary range is posted for this position and any job offer is based upon a salary analysis to comply with the Colorado Equal Pay for Equal Work Act. The salary analysis considers relevant experience, education, certifications, and state seniority as compared to others doing substantially similar work. While all offers are compliant with the Colorado Equal Pay for Equal Work Act, there is no guarantee an offer will be at the top of the posted range based on the salary analysis.

In your application, please include any relevant unpaid work, trainings, or certifications. These may apply toward minimum qualifications.

In order to be considered for this position, your experience must be clearly documented IN DETAIL on the application, as your experience will not be assumed or inferred.

An unofficial copy of transcripts must be submitted at the time of the application, if applicable. 24 passing credit hours is equal to one year of education.

Part-time experience will be pro-rated.

Conditions of Employment

This position will be required to undergo a criminal background check.

When completing your application package, ensure you have submitted your transcript (if applicable)

JD Preferred

Position may be required to travel for professional development opportunities, external teaching opportunities, or as requested by supervisor.

Appeal Rights: (Updated)

An applicant who has been removed from an employment list or removed from consideration during the selection process may request a review by the State Personnel Director.

As an applicant directly affected by the results of the selection or comparative analysis process, you may file a written appeal with the State Personnel Director.

Review of the completed, signed and submitted appeal will be timely on the basis of written material submitted by you, using the official appeal form signed by you or your representative. This form must be completed and delivered to the State Personnel Board by email at [email protected] within ten (10) calendar days from your receipt of notice or acknowledgement of the Department’s action.

For further information on the Board Rules, you can refer to 4 Colorado Code of Regulations (CCR) 801-1, State Personnel Board Rules and Personnel Director's Administrative Procedures, Chapter 8, Resolution of Appeals and Disputes, at spb.colorado.gov/board-rules .

Supplemental Information

Notifications

All correspondence regarding your status in the selection/evaluation process will be via email. Include your current working email address on your application and check your email frequently as you could receive time sensitive correspondence regarding this position. We highly recommend that you set up your email to accept messages from “coloradosos.gov” and [email protected] addresses. It’s your responsibility to ensure that your email will accept these notices and review your junk mail and spam filtered email.

A Human Resources Specialist will only review the “Work Experience” and “Education” sections of the online job application to determine whether you meet the qualifications for this position.

Cover letters and resumes will NOT be accepted in lieu of the official State of Colorado application form.

Cover letters and resumes may be attached to the application as supplemental information.

The minimum qualifications listed in the announcement are NOT optional.

To move forward in the hiring process, you must document that you meet the minimum qualifications on the online State of Colorado application form.

Do not use “see resume” or “see attached” in the State of Colorado online application.

Comparative Analysis

The comparative analysis process is used to identify candidates that will move forward in the selection process.

The comparative analysis may consist of application reviews, phone screens, structured interviews, and any other method determined to be valuable in identifying the right candidate.

Completing the Application

It is very important that you fill out the application completely and give a detailed description of your education and work experience. Failure to do so may result in rejection of your application during the minimum qualification review or subsequent comparative analysis. Your application should address the education, experience, required competencies and preferred qualifications. Ensure that you have included all required attachments, including your transcript if applicable.

FAILURE TO DOCUMENT YOUR EXPERIENCE OR EXCLUDING INFORMATION REQUIRED IN THE APPLICATION MAY RESULT IN YOUR APPLICATION BEING REJECTED.

ADAAA Accommodations and Equal Opportunity Employment

The State of Colorado believes that equity, diversity, and inclusion drive our success, and we encourage candidates from all identities, backgrounds, and abilities to apply. The State of Colorado is an equal opportunity employer committed to building inclusive, innovative work environments with employees who reflect our communities and enthusiastically serve them. Therefore, in all aspects of the employment process, we provide employment opportunities to all qualified applicants without regard to race, color, religion, sex, disability, age, sexual orientation, gender identity or expression, pregnancy, medical condition related to pregnancy, creed, ancestry, national origin, marital status, genetic information, or military status (with preference given to military veterans), or any other protected status in accordance with applicable law.

The Department of State is committed to the full inclusion of all qualified individuals. As part of this commitment, our agency will assist individuals who have a disability with any reasonable accommodation requests related to employment, including completing the application process, interviewing, completing any pre-employment testing, participating in the employee selection process, and/or to perform essential job functions where the requested accommodation does not impose an undue hardship. If you have a disability and require reasonable accommodation to ensure you have a positive experience applying or interviewing for this position, please direct your inquiries to our ADAAA Coordinator, Laura Darby, [email protected] call (303) 894-2200 ext 6113.

E-verify

The Department of State participates in E-Verify in accordance with the program’s Right to Work for all newly-hired employees. Employees are queried through the electronic system established by the Department of Homeland Security (DHS) and the Social Security Administration (SSA) to verify identity and employment eligibility. You may complete section 1 of the I-9 form upon your acceptance of a job offer letter, but no later than your first day of employment and in addition, on your first day, but no later than the third day, you will be required to submit original documents to verify your eligibility to work in the U.S. Learn more about E-Verify, including your rights and responsibilities at http://dhs.gov/e-verify .

The State of Colorado offers permanent employees a variety of benefits including medical, dental, life and disability insurance, as well as a comprehensive leave program. Please click the following link for detailed information: www.colorado.gov/pacific/dhr/benefits

Please note that each agency's contact information is different; therefore, we encourage all applicants to view the full, official job announcement which includes contact information and class title. Select the job you wish to view, then click on the "Print" icon.

01

Applicants for the State of Colorado classified positions MUST be a CURRENT resident of Colorado. Are you a current resident of the State of Colorado who can provide proof of Colorado residency?

Yes

No

02

Have you attached an unofficial transcript if using education to substantiate for some or all of the experience requirement?

Yes

No

03

I acknowledge that failing to include the required attachments will result in my application not being considered.

Yes

No

04

I acknowledge the comparative analysis process for this position will consist of a review of the information contained within my application/job duty statement and that any attachments will NOT be included during the minimum qualifications screening or application review. The structured review of the application will be based on the list in the job duty statements, the preferred qualifications, and required competencies.

Yes

No

Required Question

Agency

State of Colorado

Address

See the full announcement by clicking

the "Printer" icon located above the job title

Location varies by announcement, Colorado, --

Website

https://careers.colorado.gov/

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